If you’re an Indian citizen living in Italy, sooner or later you’ll have to renew your passport. Maybe it’s close to expiry. Or perhaps you’ve run out of pages. Either way, renewing your Indian passport from abroad might sound intimidating—but it doesn’t have to be.

This detailed guide explains the process in a clear and simple manner. Whether you’re applying through the Indian Embassy in Rome or the Consulate in Milan, whether you’re going the normal or Tatkaal route, or wondering how long the whole process will take, this guide will walk you through everything step by step.

Who Can Renew Abroad: Eligibility & Timing

If you are an Indian citizen currently residing in Italy, you are eligible to renew your Indian passport from abroad. This includes students, working professionals, dependents, and long-term residents. Renewal is typically required when your current passport is close to expiry, has run out of blank pages, or if you have had a name change, change in address, or the passport is lost or damaged.

The best time to renew is within one year before your passport expires. However, you can also apply earlier if you require a long-validity passport for residency or visa purposes.

Embassy vs Consulate: Rome vs Milan Renewal Options

In Italy, Indian citizens have two official channels for passport renewal:

The Embassy of India in Rome handles in-person applications. You need to book an appointment and physically visit the embassy with your documents. It serves residents living in the central and southern parts of Italy.

The Consulate General of India in Milan provides a completely postal-based service. There are no in-person appointments. All documents are submitted by post, and your renewed passport is sent back to you in a prepaid return envelope. This is the preferred option for residents in northern Italy.

Both methods are equally valid, but they differ in their procedures, timelines, and submission methods.

Step-by-Step Process

Step 1: Online Application through Passport Seva Portal

The first step in renewing your passport is completing an online application on the Passport Seva website. You will need to register as a new user, select your applicable Indian mission (Rome or Milan), and fill in the application form.

While filling out the form, choose between a simple renewal (if there are no changes to your details) or a reissue (if there are changes such as name, address, or photo). After filling in the details, submit the form online and take a printout of the completed application.

Step 2: Booking Appointment or Postal Filing

If you are applying through the Rome Embassy, you will need to schedule an appointment online. On the day of your appointment, carry your complete set of documents to the embassy for submission.

If you are applying through the Milan Consulate, there is no appointment system. Instead, you will prepare your application and send it via post or courier. Include a prepaid, self-addressed envelope so that your new passport can be returned to you.

Step 3: Document Preparation & Checklist

Document preparation is the most critical part of the renewal process. You will need:

• A printed copy of the application form
• Photocopies of your current passport (front and back pages)
• Photocopy of your Italian residency permit or carta d’identità
• Two recent passport-size photographs (2×2 inch, white background)
• A document showing your current address (Indian or Italian)
• Declaration form (downloaded from the mission’s official website)
• Payment receipt for the passport fees
• A prepaid return envelope (only for Milan applicants)

If your application involves a name change (due to marriage or divorce), a lost or damaged passport, or an address change, additional documents such as affidavits, FIRs, and marriage certificates may be required. All documents should be self-attested.

Step 4: Payment of Fees (Normal / Tatkaal)

Fees must be paid in advance via bank transfer. The exact amount depends on the type of passport you are applying for—either a 36-page or a 60-page booklet—and whether you choose the regular or Tatkaal (urgent) processing. The official embassy or consulate websites provide updated fee details.

Be sure to mention your name and passport application number in the payment reference or notes section. Retain the payment proof and include it in your submission packet.

Step 5: Submission of Application

If you’re applying through the Rome Embassy, carry all your documents to the consular section at your scheduled appointment time. Make sure everything is complete to avoid rejection.

If you’re applying via Milan, pack your application carefully. Include your documents, photographs, payment receipt, and the prepaid return envelope. Send the package via a trusted postal or courier service.

Police Verification & Address Guidelines

Police verification is not always mandatory, but it may be triggered depending on your application details.

If your Indian address remains the same and there is no change in personal particulars, police verification might not be required. However, if you have updated your address, or this is your first passport renewal abroad, Indian authorities may initiate a verification process. This usually takes place after your documents have been accepted.

Applicants using the Tatkaal service must also sign a declaration that they have no criminal cases pending against them in India.

You can submit either your Indian or Italian address as proof of residence. For Indian addresses, documents like Aadhaar card, voter ID, or utility bills are accepted. For Italian addresses, submit your residence permit, lease agreement, or carta d’identità.

How Long Will It Take? Processing Time Estimates

Processing time varies depending on the mission and your application type. For normal renewals, it generally takes about 3 to 6 weeks. Tatkaal applications are processed faster, often within 7 to 10 working days—provided no police verification is required.

Postal applications via the Milan Consulate may take slightly longer due to mailing times. If police verification is needed, the process can be delayed by an additional 2 to 4 weeks.

Track Your Application & Address Delays

Once your application has been submitted, you can track its progress on the Passport Seva portal. Enter your file number and date of birth to view the current status.

If your application status hasn’t changed in weeks, here’s what you can do:

• Send an email to the embassy or consulate with your file number and details.
• Contact your local police station in India if verification is pending.
• Recheck your documents to ensure there were no errors or omissions.

What If You Need Emergency Travel or a Lost Passport?

If you’ve lost your passport or need to travel urgently, the Indian Embassy or Consulate may issue an Emergency Certificate (EC). This document allows one-way travel to India but cannot be used for re-entry into Italy.

To apply for an EC, you will need to provide:

• A police report (FIR) if your passport was lost or stolen
• Proof of your urgent travel need
• Passport-size photographs

Contact the mission directly in case of such emergencies.

Frequently Asked Questions (FAQs)

Is Aadhaar mandatory for passport renewal in Italy?

No, Aadhaar is not mandatory when renewing your passport outside India. However, if you already have an Aadhaar card, including a copy can be helpful as supplementary address proof. It is not required for verification or submission.

Can I apply for renewal more than a year before my passport expires?

Yes, you can. There is no hard rule that you must wait until the final year. Many people renew earlier if they need a passport valid for at least six months to apply for a visa, renew residency, or travel. The application will still be considered a renewal or reissue, depending on what details are changing.

What happens if police verification fails?

In cases where the police verification comes back with a negative remark or is not successfully completed, the passport authority may put your application on hold or reject it. You will usually receive communication asking for clarification or additional documentation. Follow up with the concerned police station in India to clear the issue. Sometimes a second round of verification is required.

How do I know if my documents were accepted?

Once your application is reviewed and accepted, the status will be updated on the Passport Seva portal. If there are issues, the embassy or consulate will email you. Always check your spam or junk mail folder, as important communication might land there.

Can I use a non-DHL courier service for Milan postal submission?

Yes, but it is recommended to use a reliable service like DHL or Poste Italiane with tracking. Also ensure that you enclose a prepaid, trackable return envelope for your renewed passport.